July 2025 Leader Letter
Prepare to Cast Your Vote
Get ready to vote on important Toastmasters business and learn how to assign a proxy.
Every year, members and clubs have the opportunity to vote on important business matters that help shape the future of Toastmasters International. This year, in addition to voting to elect new International Officers and Directors, there are eight (8) proposals that will be voted on. All clubs in good standing will have two (2) votes on each item brought before the voting membership. To help lead your club through the voting process, read this guide and be ready to cast your club’s votes at the Annual Business Meeting on August 22.
Preparing Your Club’s Decisions
The first step is to organize a discussion at an upcoming club meeting about which candidates and proposals best meet the needs of Toastmasters International. Encourage your members to learn more and decide how they would like your club to cast its two (2) votes for the candidates for election to the Board of Directors and the proposals. Learn more by visiting the International Candidates page and the 2025 Proposals page.
Club Voting Procedures
Your club should hold a vote to determine who will be the club’s proxyholder and what voting instructions, if any, should be provided to the proxyholder for the Annual Business Meeting. Here are some points to keep in mind regarding club voting procedures:
- For any club business or voting to be officially recognized, a quorum, or minimum number of members, must be present. The quorum for Toastmasters clubs is a majority of active club members. Likewise, the quorum for a club’s executive committee is a majority of committee members.
- Each active member is entitled to one (1) vote on any matter presented before the club membership for a vote.
- Proxy voting or absentee ballots are not permitted during the club voting process.
- A majority vote by all active, present members is all that is required to pass a proposed item.
Designating a Proxyholder
All clubs must designate a proxyholder to vote, as there is no default or automatic assignment.
You can designate a delegate from the club, another active member, or the District Director as the club’s proxyholder. The proxyholder must be able to attend the Annual Business Meeting on August 22, either onsite in Philadelphia, Pennsylvania, United States, or online. Per California law, which governs Toastmasters International, all voting must occur live, in real time, during the Annual Business Meeting. So, be sure your designated proxyholder can attend the entire meeting, from start to finish. The estimated duration of the meeting is from 4 to 9 p.m. Eastern Daylight Time (EDT)/Coordinated Universal Time -4 (UTC -4).
As a Club President or Secretary, please follow these steps to assign your club’s proxy:
- Log in to toastmasters.org with your email and password.
- Click on “Club Proxy & Voting Instructions” and choose the club you are assigning a proxy for.
- The club’s proxy must be assigned by August 15 at 11:59 p.m. Eastern Daylight Time (EDT)/Coordinated Universal Time -4 (UTC -4).
If you are the Club President or Secretary and you are planning to be the proxyholder for your club, you must assign the proxy to yourself—it is not automatic!
Next Steps
Proxyholders must complete Credentials on the Toastmasters International website between August 16 and 19 to vote at the Annual Business Meeting. The Credentials process validates the proxyholder to access the electronic ballot.
More information on proxy assignment will be emailed to Club Presidents, Club Secretaries, and club liaisons this month.
Important dates to keep in mind:
- Proxy assignment will go live no later than July 10, 2025.
- Proxy assignment will close on August 15, 2025.
- The online Credentials process will be conducted August 16-19, 2025.
- Voting will take place, both onsite and online, during the Annual Business Meeting on August 22, 2025.
Additional Resources: